The Effective Complaint Letter is a crucial business communication tool used in Canadian jurisdictions when formal documentation of a grievance is required. This document type is particularly relevant when informal resolution attempts have been unsuccessful or when a formal record of the complaint is necessary. The letter must comply with Canadian federal and provincial consumer protection legislation, incorporating all essential elements required for legal validity and effective communication. An Effective Complaint Letter typically includes detailed incident documentation, reference to previous communication attempts, specific resolution requests, and any relevant supporting evidence. It serves as both a communication tool and a legal record, potentially useful in escalation procedures or legal proceedings if necessary.

1. Sender's Contact Information: Full name, address, phone number, email, and any relevant account or reference numbers

2. Date: Current date of writing the letter

3. Recipient's Information: Name, title, department, company name, and complete address of the person or department handling complaints

4. Subject Line: Clear, specific reference to the complaint topic and any relevant reference numbers

5. Introduction: Brief statement identifying yourself and the reason for writing

6. Complaint Details: Chronological, factual description of the issue, including relevant dates, locations, and specific problems encountered

7. Previous Contact: Description of any previous attempts to resolve the issue, including dates and names of people contacted

8. Desired Resolution: Clear statement of what action or outcome you are seeking

9. Closing: Professional closing statement with deadline for response and any consequences of inaction

10. Signature: Formal signature block with your full name and title if applicable